Executive Assistant to the President & Chief Operating Officer

Position

• Executive Assistant to the President & Chief Operating Officer (COO)
• Location: South San Francisco
• Type: Full-time

The Opportunity

Ohalo™ is seeking a dedicated, highly organized Executive Assistant to the President & Chief Operating Officer (COO). This is an execution-focused, high-velocity support role for a true administrative partner.

You will be our COO's "right-hand person," enabling them to advance company initiatives and goals. By managing complex calendar logistics and filtering incoming administrative demands, you will ensure the COO can focus entirely on high-level leadership and strategy.

In our fast-growing environment, you will establish steady administrative routines, navigate complex scheduling dynamics, and ensure the COO's schedule and travel are always one step ahead of a rapidly expanding business.

This is a high-impact role for a self-starting assistant who thrives on organization, execution, and discretion. You will approach the COO's professional and personal logistics holistically, fiercely protecting their time and focus. You will succeed if you are relationship-driven, solutions-oriented, and equally at home managing fluid calendars as you are rolling up your sleeves for ad-hoc personal tasks.

What You'll Do

Executive & Calendar Support

• Strategically design and own the COO's calendar. Schedule and prioritize meetings, protect focus time, and skillfully handle competing demands across internal and external stakeholders.
• Manage end-to-end travel logistics, including flights, lodging, ground transport, and detailed itineraries for the COO and broader commercial team as needed.
• Help the COO keep momentum by tracking action items, key decisions, and commitments coming out of commercial and operational meetings to ensure steady follow-through.
• Organize digital files, coordinate meeting prep materials, and ensure the COO is fully briefed and prepared for the day ahead

Office and Event Operations

• Act as the primary, welcoming point of contact for visitors, external partners, and clients arriving for meetings with the COO.
• Partner closely with the rest of the administrative team to coordinate logistics for company offsites, board meetings, commercial partner visits, and other key corporate events.
• Provide seamless backup coverage for the office manager during absences or when business needs require temporary support.

Personal Assistant Support

• Handle personal scheduling, private travel arrangements, and ad-hoc personal tasks to completely optimize the COO's daily productivity
• Exercise impeccable judgment and strict confidentiality when handling highly sensitive professional and personal information.

What We're Looking For

• Experience: 4+ years of experience as an Executive Assistant supporting C-suite or senior operations leaders, ideally within a fast-paced, high-growth environment.
• Business Acumen: A strong foundational understanding of corporate operations; you recognize who key stakeholders, clients, and partners are, allowing you to prioritize requests and make smart administrative decisions based on business impact.
• Availability ("Always-On" Mentality): Flexibility and readiness to manage fluid, time-sensitive communications via text and email outside standard business hours, including regular weekend availability.
• High EQ & Discretion: Exceptional interpersonal skills with a deep understanding of how to seamlessly manage professional relationships on behalf of leadership.
• Low Ego & Service Mentality: You believe no task is too small. You are genuinely at your best when supporting others, optimizing administrative workflows, and rolling up your sleeves to get things done.
• Grit & Resourcefulness: An ability to improvise, think on your feet, and remain positive and focused in a fluid startup environment. You are solutions-oriented and bounce back quickly from unexpected logistical changes.
• AI & Tech Savvy: Proficient in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides) and experienced with or highly enthusiastic about utilizing AI productivity tools (e.g., ChatGPT, Claude, or administrative automation tools) to optimize workflows and scale yourself.
• Education: Bachelor's degree preferred, or equivalent practical experience.